How do I communicate with DSA regarding a specific project?
DSA identifies each project with a file and application number. To expedite processing, all correspondence to DSA must include the file and application number in the upper right hand corner of the document. The file number identifies the County and the school district where the project is located and the application number identifies the DSA regional office and the project number assigned to the project.
The File Number consists of two parts:
- The County number (two digits identifying one of California's 58 Counties),
- Followed by a school district number. The school district number may be one, two or three digits. High School districts numbers are preceded by the letter 'H' and Community College district numbers are preceded by the letter 'C'. DSA uses the file number to quickly route documents to appropriate staff for processing.
Example File Numbers:
- 34-53 indicates that the project is in Sacramento County (County 34) and that it is in the Sacramento City School District (school district 53),
- 19-H10 indicates a project in Los Angeles County for the El Monte Union High school District.
The Application Number also consists of two parts.
- Two digits, which identify the DSA Regional Office where the project was submitted,
- Followed by a six digit "project number" which is number assigned by the DSA Regional Office to sequentially identify each project submitted to that office.
Example Application Numbers:
- 02-100627 indicates the 627th project submitted to the Sacramento Regional Office,
- 01-101234 indicates the 1,234th project submitted to the Oakland Regional Office,
- 03-101234 indicates the 1,234th project submitted to the Los Angeles Regional Office. Note that this application number differs from the preceding only in the two digit "Regional Office identifier."
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I have a minor construction project; does it require DSA review?
In general all construction projects on school sites require review and approval by DSA. Title 24, Part 1 describes types of projects that do and do not require DSA review and approval in Sections 4-306, 4-308, 4-309, 4-310 and 4-314. See Jurisdiction of DSA for further information.
The following is a list of common structures that do not require DSA approval:
- One-story buildings not over 250 square feet in floor area when used exclusively as accessory facilities to athletic fields (equipment storage, toilets, snack bars, ticket booths, etc.).
- Greenhouses, barns, and storage sheds used exclusively for plants or animals and not used for classroom instruction (small groups of pupils or teachers may enter these structures for short periods of time).
- Light poles or flagpoles less than 35 feet tall.
- Antenna towers less than 35 feet tall or less than 25 feet above a building roofline.
- Retaining walls less than 4 feet above the top of foundations and not supporting a surcharge.
- Concrete or masonry fences less than 6 feet above adjacent grade.
- Ballwalls or yard walls less than 6 feet above adjacent grade.
- Signs, scoreboards or solid-clad fences less than 8 feet above adjacent grade.
- Bleachers and grandstands with five rows of seats or less.
- Playground equipment, open-mesh fences and baseball backstops.
- 'Temporary-use' buildings on community college sites used for less than three years.
- 'Trailer Coaches' that conform to the requirements of Part 2 (commencing with section 18000) of Division 13 of the Health and Safety Code, notgreater than 16 feet in width and used for special education purposes for no more than 12 pupils at a time (or 20 pupils for driver training purposes).
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Where do I submit my project for plan review?
DSA has Regional Offices in Oakland, Sacramento, Los Angeles, and San Diego (see Contacting DSA).
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How many buildings may be included in the scope of a single application?
Any number of buildings may be included in a single application. In general all buildings must be on the same site and built under the same contract. Districts may also submit projects "incrementally" so that initial increments of the project can be submitted and reviewed while the design of subsequent increments is proceeding. Note that when the estimated cost of the project exceeds $15 million, it is likely that assistant inspectors will be required during construction.
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How many different sites may be included in the scope of a single application?
The scope of work for a single application is generally limited to work at a single site. DSA may accept applications that include work at more than one site when all of the following are true:
- The work is of a relatively minor nature such that a single project inspector could reasonably provide continuous, personal inspection of all work at all sites.
- The work at all sites is being performed in accordance with a single contract.
- All sites are in close proximity and are part of the same school district.
- The work at each site is repetitive or similar to work at other sites.
Note that for relocatable building projects, "over-the-counter" appointments are limited to three sites maximum.
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How many different construction contracts may be included in a single application?
Although DSA does not limit the number of contracts that may be executed under a single application number, it should be noted that multi-prime projects are generally more difficult to administer and to inspect than traditional single-prime projects (where a general contractor is responsible for all subcontractors). Additional inspection time should be allocated and additional construction review by the design professional should be anticipated to deal with an increased number of change orders. These costs are in addition to any construction management costs. (It should also be noted that construction management costs are considered a part of the construction cost for the purpose of DSA fee calculations.)
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Can a single construction contract include work that is included in a DSA application as well as work that is not?
While DSA rules allow this to occur, it is a confusing situation for all parties, especially the contractor and the inspector. For example, when changes are necessary, the changes that apply to the DSA application work must be processed through DSA for approval. However, when the work is not a part of the DSA application, it would not require DSA approval. It may not always be clear whether a particular issue is a part of the DSA portion of the contract or not. It is recommended that separate contracts be written in this situation if at all possible.
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How long will it take to review my project?
Project review time depends on the size of the project and the number of projects pending review at DSA.
DSA has developed a Plan Review Time Calculator which allows you to estimate how long the review process may take for new construction or modernization, using specific information about your project. The review time estimated using the calculator is only intended as a planning tool when scheduling school construction projects. Contact a DSA Regional Office if a more detailed estimate is desired.
Projects involving only pre-approved relocatable buildings may be reviewed "over-the-counter." An appointment is required so call early. The plan review process is generally competed within a day.
Small alterations projects (less than $1 million in construction costs) are often reviewed within a week or two (plus the bin time).
Seasonal fluctuations in workload, availability of funding, and code change deadlines dramatically affect the backlog of projects at DSA. When project review is estimated to start more than four to six weeks after project submittal, DSA contracts to private plan review firms to expedite the review process.
Plan review time depends on the complexity of the project, the clarity and level of quality of the drawings submitted, and the volume of work submitted to DSA. The installation of relocatable classroom buildings that have been pre-approved can be reviewed "over-the-counter" on the same day they are submitted (an appointment is required and may not be available depending on the current volume of work). The plan review process for small alterations projects typically takes a week or two, although projects may wait in line for several weeks before the review starts. Large complex projects take longer to review; very large projects may require special planning to assure prompt plan review. Pre-submittal meetings between DSA and the project designers are encouraged for very large projects and can greatly reduce the plan review time. It also possible to review projects in increments in unusual circumstances so that plan review of portions of the project can be started while other portions are still in the design stages.
One problem that DSA constantly encounters is the submission of incomplete drawings. Incomplete projects take much longer to review than projects that are complete and coordinated. Unrealistic design schedules usually result in errors and oversights in the design, which ultimately end up wasting more time and money than they were intended to save. A thorough and complete design will be reviewed and approved much more quickly and result in less construction problems down the road.
The volume of work submitted to DSA is very cyclical. Spring and summer submittals are much more common than fall and winter. Planning ahead and submitting plans long before the project needs to go to construction, results in more efficient review and less waiting time at DSA. For example, it is usually easy to obtain an "over-the-counter" appointment within a week from November through March, but clients may have to wait six weeks or more during the months of June and July.
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How do I schedule an "Over the Counter" appointment for a relocatable project?
Simply call the regional office with jurisdiction for the project site and schedule an appointment (see DSA Policy PL 07-02 (PDF - 52 KB)  for information on OTC and setting up an appointment with a Regional Office. Also see Contacting DSA for information regarding locations of regional offices).
Information on DSA's "over the counter" plan review process is also provided on DSA's website.
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How can I obtain plans for an existing school building?
DSA maintains records for all school construction projects in California since 1933. If you know the file and/or application number for the project, call the business section supervisor at the DSA regional office [link] with jurisdiction over the area where the project is located. Ask that the plans for the project be retrieved from archives. If you cannot find the application number for the project, DSA can assist you if you provide the name of the school, the school district, the county and city where the project is located, the date of construction, and a description of the scope of the project.
Please allow at least two weeks for retrieval (in an emergency plans may be retrieved more quickly). Plans may be viewed at the DSA regional office or you may contract with a local blueprinting company to have the drawings picked-up, photocopied, and returned to DSA. Record plans are released only to local, recognized blueprint companies.
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What do I do about site utilities, zoning issues, and other local ordinances?
DSA has jurisdiction over accessibility and safety-related construction issues only. Water, sewer, and other utilities as well as local ordinances should be discussed with the local building department.
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How can I track the progress of my project through the plan review process?
Go to Project Tracking at DSA's website at https://www.apps.dgs.ca.gov/tracker/default.aspx to obtain project status information. You will need your project's application number. You can see the anticipated start date for your project, the plan reviewer's name(s), the approval date and other useful information. If more detailed information is required, please call the plan review supervisor at your DSA regional office.
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How do I schedule a "back-check" appointment?
Call the structural plan reviewer who reviewed your project. The reviewer's name and phone number is marked on the first page of your marked-up check set.
Be sure to make all corrections and coordinate all drawings and all specifications before the back-check meeting. Your reproducible tracings will be stamped by DSA at the conclusion of the meeting. Bring all tracings and specifications with all required signatures. Don't forget to bring all marked-up check sets and any additional calculations or substantiating data that may be required to address the plan review comments.
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What do I do if I need to change the DSA approved drawings before a construction contract has been awarded?
All changes to DSA approved documents must be approved by DSA. Prior to the award of a construction contract, changes are implemented by means of addenda. All addenda must be written, and signed, by the architect (or engineer) in general responsible charge of the project. The architect (or engineer) then submitssigned addenda to DSA for review and approval.
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What do I do if I need to change the DSA approved drawings during construction?
All changes to DSA approved documents must be approved by DSA. After a contract has been awarded, changes must be made by change order. Change orders must be written, and signed, by the architect (or engineer) in general responsible charge of the project. They must also be signed by the school district. The architect (or engineer) then submits them to DSA for review and approval. DSA must stamp all change orders before they are issued for construction.
To facilitate changes that are required on an expedited basis during construction, DSA will review preliminary change orders (including Construction Change Directives, Architects Supplemental Instructions, Field Orders and other similar documents) received by fax. DSA will fax stamped copies of acceptable preliminary change orders back to the architect on an expedited basis. This allows changes to be approved on a same-day basis under ideal circumstances.
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How do I identify contracts and change orders to DSA when a project involves multiple contracts?
Each contract associated with a specific DSA application number should be identified with a "contract number." Contract numbers are assigned by the architect in general responsible charge of the project and reported on Form DSA-102: Contract Information (PDF - 185 KB). Contract numbers should be assigned in a simple sequential manner however, it is also acceptable to identify contracts in any logical, systematic manner (for example contract number "BP1A" may indicate bid package 1 of phase 'A' of the project). The entire scope of work approved by DSA must be reported on one or more Contract Information forms. Note that the value of work done by school district employees and/or volunteers must be estimated and reported. Also, contracts with construction managers for management of construction must be reported on a Contract Information form.
All changes orders should be numbered sequentially for each contract and must indicate the Contract Number of the contract to which they pertain. For example, the second change order issued for contract number 7 should be clearly labeled "Change Order #2" and "Contract #7." See IR A-6: Change Order and Field Change Approval Processes (PDF - 321 KB) for more information on Change Orders.
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How many projects does DSA review annually?
Between July 1, 2004 and June 30, 2005 there were:
- 842 projects costing less than $50,000.00 submitted to DSA,
- 1988 projects costing $50k up to $1 million (for a total of $595 million worth of construction),
- 1115 total projects costing over $1 million (for a total of $6.74 billion).
That's a total of $7.3 billion worth of construction for the fiscal year 2004-2005. |
